Generating reports

This article explains how admins can generate, schedule, and download reports to review learner activity and progress.

• Review answers to frequently asked questions regarding data export reports.
• Learn how to resolve formatting issues for data export reports in Microsoft Excel.
• Leadership Academy admins: Learn how to run a High Impact Learning Analytics (HILA) report using the High Impact Learning Dashboard (HILD)

Table of Contents

• Accessing data export reports
• Generate a report
• Schedule a report
• Cancel your scheduled report
• Download your report
• Delete a report

Accessing data export reports

Under Manage --> Insights and Reporting --> Data Export Reports, there are several reports available for admins to download. 

• Learn more about what dashboards and reporting features are available in your account’s Insights and reporting.

Generate a report

To generate your data export report:

1. Use the filters to choose the users, groups, sections, and timeframe for your report. 

• Note: The data will be up to date as per the data freshness notice at the top of the page.

2. Select a report from one of these tabs:

• Learning activity
• Content

3. Scroll to the end of the report list and click:

• Export to generate your report.
• Export and Schedule to generate your report and schedule future reports.

Note: To ensure that downloads are successful, we cap the number of records exported at 10 million records. Please choose a suitable filter to avoid reports getting capped. You will be presented with a notification if there is a likelihood of your report getting capped.

Schedule a report

On the Schedule report pop-up:

1. Choose the frequency of your report:

• Weekly
• Monthly
• Every 3 Months
• Yearly

The export will be generated according to the day or date you schedule it. Examples:

• If you schedule a weekly report on a Monday, you’ll receive the scheduled export every Monday.
• If you schedule a monthly report on July 3, you’ll receive the scheduled export on August 3, September 3, and so on.

2. Click Export and Schedule.

After you click Export and Schedule, a report will be generated immediately, and you’ll then receive your scheduled exports by email according to the frequency you set.

Note: The scheduled report email will only be sent to the admin who scheduled the report.

Cancel your scheduled report

After you receive your first scheduled report, you’ll be able to cancel future exports. To cancel future exports, click on the link in the scheduled export report email:

Download your report

Once your report is ready, you’ll receive a confirmation email with a download link. The report will also be listed under the Recently exported reports section of the page.

Delete a report

To delete a report you have previously exported:

1. Scroll down the Data Export Reports page to Recent export reports.

2. Click on the trashcan icon beside the report you wish to delete.

3. Confirm you wish to delete the report.

Admins and group admins can download three data export reports for overviews and deeper insights into learning paths activity.

Table of Contents

• Reports available on the Path insights dashboard

• Reports available on the Data export reports page

• Frequently asked questions

Reports available on the Path insights dashboard

You can download the following reports from the Path insights dashboard:

• Path activity report: provides detailed path activity for all public paths. Some of the fields in the report include Path ID, Path Title, Path total steps, No. of Users Enrolled and Total Consumption in Minutes among others. Available on the Path Insights overview page.
• Path user activity report: provides details on enrollments and activity per user for the path listed. There will be one entry per user enrolled in the path, tracking their overall path consumption. Some of the fields in the report include User First Name, User ID, User Groups, Path Assigned Due Date and Path Date Completed among others. Available on the Path Insights page for a specific path.
• Path item activity report: provides deeper insights into item activity per user for the path listed. There will be one entry per completed item per user, detailing the individual item consumption.
• Some of the fields in the report include Item section title, Path item ID, Path item object type, Path item object ID and Path item duration among others. Available on the Path Insights page for a specific path.

Path insights reports can be filtered by users, groups, or sections.

• Learn more about Learning Path insights.

Downloading reports on the Path insights dashboard

Download reports for all public paths

To download reports for all paths:

1. Navigate to Insights and reporting > Path insights > Export.

2. Click on your chosen report from the Export dropdown.

Reports downloaded from here will include data for all public paths.

Download reports for specific paths

To download reports for a specific path:

1. Navigate to Insights and reporting > Path insights.

2. Select a specific path and click Export.

3. Select on your chosen report from the Export dropdown.

Reports downloaded from here will only include data for the specified path.

Reports available on the Data export reports page

You can download the following reports from the Data export reports page:

• Udemy paths (Pro): Provides a list of Udemy learning paths. Only available to organizations that have Udemy Business Pro. Learn more about Udemy Paths.
• Public paths: Provides a list of public learning paths from your organization.

Downloading reports on the Data export reports page

You can download the Udemy paths (Pro) and Public paths reports from the Content tab of the Data export reports page.

To download the path activity report, navigate to Insights and reporting > Path Insights > Export.

• Learn how to generate, schedule, and download data export reports.

Frequently asked questions

Who can access and download the reports?

Only admins and group admins have access to the Path Insights dashboard and Data export reports page and the ability to download these reports. If a path is private, admins and group admins must be the editor or enrolled in the path to be able to view Path Insights for the path and download these reports.

Additionally, the Path user activity report and Path item activity report are available on the Path insights dashboard for a specific path. For private paths, as long as the admin or group admin is enrolled in, or is the editor of that particular path, they will be able to download these reports.

Why am I not seeing data for all paths when I export the Udemy Path insights report?

Only Udemy Business public learning path data are included in the path reports. Pro and Private learning paths are not included in the path exports. Public Pro path information is included in the Pro exports. Private paths will not be included; path creators should set paths to ‘public’ to be included.

Which learners’ data is included?

Path reports only contain data for learners that are currently enrolled in respective learning paths. If a learner unenrolls from a learning path, any previous data from their progress will no longer be included in the reports. Once a learner re-enrolls in the path, their data will be restored to the reports after the next data refresh.

Microsoft Excel has local settings that can cause formatting errors when viewing Data Export Reports from your Udemy Business account in the program. This article includes troubleshooting resources you can use to resolve some of these formatting issues.

Import data through Excel

The Udemy Business data exports support multiple delimiters (comma, tab, semi-colon etc.), in an attempt to resolve any issues you may encounter when viewing data exports in Microsoft Excel.

If you still find that your Data Export Reports are misformatted when viewed in Excel (i.e. all entries are in one row with no columns, separated by commas), please follow the steps outlined in this Microsoft article. It includes instructions on how you can import data through Excel, so that the report appears correctly.

Additionally, Excel may have autofit settings enabled that can cause data cells to appear ‘squished’. If you need to adjust the column width or row height of the Excel file, please review this Microsoft article.

Additional support

If you have questions regarding the steps outlined in the articles above, or continue to have formatting issues after attempting the steps, we recommend contacting Microsoft Support.

Once you've followed these steps, please try to download and open the reports again. You should be able to see them as expected.

If you have any additional questions or continue to encounter issues, you can also contact us here.

This article outlines how admins should format CSV files that can be used to add or manage users into your Udemy Business account, via our import feature. 

• Learn which functionality is supported through the CSV import feature.
• Learn how to add and manage users via CSV import.

Please note: 

• The CSV import feature is not available to group admins.
• Currently, the CSV template is only available in English.
• The CSV import feature supports multiple delimiters (comma, tab, semi-colon etc.)

Table of contents

• How to encode a CSV in UTF-8 format
• Possible formatting issues caused by region & language settings in Microsoft Excel
• Formatting your CSV file
• Group formatting - Enterprise Plan only
• Additional troubleshooting steps for error notifications

How to encode a CSV in UTF-8 format

CSV files must be encoded in UTF-8 format in order for the import to work. 

In Microsoft Excel (PC):

1. Select “Save as”> “Browse”.
2. The “Save as” window should now appear. Save as type as “CSV (Comma delimited) (*.csv)”.
3. Under the Tools drop-down box, click “Web Options”. A new window for web options will appear.
4. Under the “Encoding” tab, select “UTF-8".
5. Click “OK” and save the file.

Please note: Excel for Mac does not natively support the import or export of UTF-8 encoded files. As a result, we recommend Mac users open a spreadsheet in Google Sheets and follow the steps below to encode the CSV file in UTF-8 format.

In Google sheets:

1. Click “File”> “Download”.
2. Select “Comma-separated-values (csv.)”.
3. The sheet will be downloaded in UTF-8 format.

Possible formatting issues caused by region & language settings in Microsoft Excel

Depending on the regional or language settings you’re using in Microsoft Excel, you may need to make some additional formatting changes. More information is available in Microsoft's Support Center. 

The Udemy Business CSV import feature supports multiple delimiters (comma, tab, semi-colon etc.). Therefore, you will not be required to change your region settings if using Microsoft Excel prior to importing your CSV file.

Please note: the two most commonly seen issues related to this are:

• Encoding files with Japanese/Chinese/Korean characters. MS Excel does not encode these files as UTF-8 correctly.

Another way to ensure your CSV file can upload correctly, when encountering these issues, is to save your file in Google Sheets or Notepad and download it as a CSV. 

• Google will automatically correctly encode the file as UTF-8 when downloaded.
• On Notepad, be sure to save the file under the type “Unicode (UTF-8). 

Formatting your CSV file

CSVs can define the email, role, and group(s) for users. There are some standard formatting requirements you need to adhere to for your CSV file to upload successfully.

• The header row of the CSV must contain: email, role, groups and group admin for.
• The valid roles that you can assign a user to are “user” or "admin". Enterprise plan users can also assign the "group admin" role (see below).
• Any blanks within the role column will be automatically set to “user” if the user is new. If you leave the role column blank for existing users, their role will remain the same, i.e. if the user is an admin, they will still be an admin.
• The "groups" and "group admin for" columns can be left blank.
• The column titles and roles (e.g. group admin, admin) in the role column must be entered in English. The values (terms) in other cells, however, can be localized. Please note that group names can be localized provided they match the group names that have been created in your organization’s account.

Group formatting - Enterprise Plan only

• If you assign users to a group that doesn’t match a group already in your Udemy Business account, a new group will be created based on the data in the CSV.
• The groups and group admin for columns can be left blank if applicable.
• Do not add the owner of the account in the CSV file, as you will receive an error message stating that you cannot change the role of the owner. Please contact Support if you would like to change the owner of your account.
• If you add an email which is in Pending Invitations, that user will not be included in the number of new users added when you receive a successful upload message, because they had been previously invited.
• Group names, license type and email addresses are not case sensitive nor space sensitive.
• You can include multiple group names for each user by separating group names with a semicolon “;” character. Please be sure, however, there are no spaces between the groups and the semicolon that separates them (i.e. Marketing;Sales;New Hires).
• You must assign a license to each user on the CSV file by adding the applicable license in the license type field.

The current available license types include: 

• AI Readiness 
• AI Readiness (ES)
• AI Readiness (PT)
• AI Readiness (JP)
• AI Growth
• Enterprise
• Pro

Further information on the available AI Readiness language collections:

• AI Readiness - English 
• AI Readiness (ES) - Spanish 
• AI Readiness (PT) - Portuguese 
• AI Readiness JP - Japanese

Learn more about the AI Readiness collections. 

Additional troubleshooting steps for error notifications

Note: In addition to the error notification, you’ll also see the results of the upload in the Result and Result detail columns.

Invalid email address: Double check any email addresses in the file to make sure they have been entered correctly.

Invalid license type: Ensure you’ve entered the applicable license in the license type field for each user. If you leave this field blank, your CSV import will return an error.

Errors in the “following rows”: Please note that error notifications reporting there are issues with certain rows, do not account for the header row in the file. As a result, the rows that need to be updated are one below the rows reported in the notification.

For example, if the error indicates “Rows 28, 95” need to be updated, you would need to check rows 29 and 96.